How to Use an Office Copy Machine

by Kyle McBride; Updated September 26, 2017

Modern copiers, though made by many different manufacturers, have the same basic copy functions. The machine takes an original, makes a copy and prints the copy onto printing medium--usually paper. Look on the operator control panel on your copier. Locate number keys and the "Start" button. Using these, you can create a copy of your original document.

Automatic Document Feeder

Insert the original documents faceup into the automatic document feeder (ADF). The ADF mounts directly over the platen glass or just to the side on the top of the copier.

Step 3

Press the number keys to select the number of copies you want.

Step 4

Press the "Start" button on the control panel or the "Start" soft key on the touch display to begin the copy process.

Step 5

Remove the copies from the output tray after the copy process has finished. Remove your originals from the ADF.

Platen Glass

Step 1

Lift the ADF or the platen cover to reveal the platen glass.

Step 2

Look around the platen glass for document positioning information. The document will be positioned either portrait or landscape orientation and will butt along either the left or right side of the glass and/or along either the front or rear edge of the glass. Positioning guidelines around the edge of the glass indicate the proper position.

Step 3

Lay the original document facedown on the platen glass properly positioned according to the positioning indicators.

Step 4

Close the ADF or the platen cover.

Step 5

Press the number keys to select the number of copies you want.

Step 6

Press the "Start" button on the control panel or the "Start" soft key on the touch display to begin the copy process.

Step 7

Remove the copies from the output tray after the copy process has finished. Remove your originals from the ADF.

Standard Options

Step 1

Select enlargement or reduction to change the size of your copied image. Enlargement makes your copied image larger. Use enlargement if your original document is small and you want the image to be larger on the copy. Reduction makes your copied image smaller. Use reduction if your original document is large and you want the image to be smaller on the copy. Copiers default to 100-percent image size.

Step 2

Select non-collate if you do not want your copies to be collated. Non-collated copies are delivered each page at a time for the requested number of copies. If you have a three-page document, you want three copies and you select non-collate, the outputted copies will be page 1, page 1, page 1, page 2, page 2, page 2, page 3, page 3, page 3. Collated copies are copies whose pages are in the same order as the original document. If you have a three-page document, you want three copies and you do not select non-collate, the outputted copies will be page 1, page 2, page 3, page 1, page 2, page 3, page 1, page 2, page 3. Copiers default to collate.

Step 3

Select sort or staple for the outputted copies if you want your copies to be sorted or stapled depending on the options available on your copier. Sorting will separate the copied sets in the output tray. Stapling puts a staple in each outputted set that is delivered to the output tray.

Step 4

Select two-sided copies if you want your copies to be printed on both sides of the paper. The copier default is usually single-sided copies.

Tips

In many modern copiers, the original documents are inserted into the ADF faceup. Look for a sticker on the ADF tray or on the cover indicating whether the documents go in faceup or facedown. If in doubt, run a test. Insert a single page faceup and make a single copy. If the copy is blank, insert your documents facedown into the ADF tray.

Positioning information around the platen glass may be text instructions, it may be colored bars or arrows, or it may be small pictures showing the paper orientation.